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1 Microsoft Outlook 2007 A Quick Reference Guide Author(s): Primary Care Support Services Linda Powles Owner: NWIS Document Ref: Document Review Date:

2 Training Document History Document Location This document is located in P:\Health Informatics Development\Systems Training\WCCG\Office 2007 Revision History Version Revision Date Summary of Changes Author Version 0.1 Primary Care Support Services Version th January 2013 Updated Linda Powles Version st January 2013 Attaching s to Appointments Linda Powles Version rd April 2013 Inclusion of Webmail guidance Linda Powles Useful Contacts Contact Name Contact Details Primary Care Service Desk Learning & Professional Development Department Microsoft Outlook 2007 A Quick Reference Guide- V0.4 2

3 Contents Microsoft Outlook... 4 Introduction to The Inbox... 5 Create & Send an Locate a Contact Name Correctly... 7 Creating a Signature... 9 Message Options Sorting the Inbox Reading Pane Reminders Setting Flags Creating an Folder Saving and Storing s Saving s to a Shared Drive Deleting s Restoring Deleted s Setting the Deleted Items Folder to Empty on Exit of Outlook Setting Up and Out of Office Message Applying a Rule to the Out of Office Message Recalling an Customise the Address Book Global Address List Advanced Find Rules and Alerts Outlook Calendar Sharing a Calendar Attaching s/Items to Calendar Appointments Webmail Webmail - Inbox Webmail Toolbars Options Tool Logging Off from Webmail Keyboard Shortcuts using the CTRL (and SHIFT or ALT) Key Microsoft Outlook 2007 A Quick Reference Guide- V0.4 3

4 MICROSOFT OUTLOOK Tabs As with other Microsoft applications, Microsoft Outlook may be configured to suit the user s needs. This guide has been produced to assist the user in the various tasks that may be undertaken in Outlook, using the Tabs as indicated in the image above. Where double arrows are used, these indicate that the contents of these areas may be displayed or hidden as required The lower section of the navigation panel displays the additional tools within Outlook; this may also be customised to display By selecting Show Fewer Buttons, they will continue to be displayed in the lower taskbar To re-order how the tasks are displayed, right click on a task and from the menu that appears, select Navigation Pane Options. Using the Move Up or Move Down button may then be used to set the tasks in the required order. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 4

5 INTRODUCTION TO THE INBOX Navigation Pane Inbox Reading Pane Above is the view which is displayed when the Outlook Inbox is opened. On the left is the Navigation Pane: this window gives you the ability to navigate through s and the majority of tasks which can be completed within Outlook. The upper section is the Favourite Folders ; this is the equivalent to a summary of your mailbox. Below this section are the Mail Folders ; should you have unread messages in any folder in your mailbox, a blue number enclosed in brackets will appear next to the folder section. Below the Mail Folders section there are navigation buttons for the remaining functions within Outlook. In the middle of the window, the Inbox is displayed: this presents the list of s and their details which can be arranged to your preferences. On the right of the Inbox panel is the Reading Pane, this displays the highlighted Inbox message without having to open it in a separate window. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 5

6 CREATE & SEND AN Ensure you are within the Mail section as indicated. Click on the button New to open a new window or click on File, New, Mail Message to open the new window To select a recipient s name from the NHS Global Address Book, either click the To button or the Address Book icon on the toolbar. In the Subject box, type the title of the message. In the main body of the screen below the Subject box you can type your message. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 6

7 LOCATE A CONTACT NAME CORRECTLY On clicking To or the Address Book icon, the Select Names box will appear. In the text box under the Search button, type the name of the individual or part of the name you are looking for. Advanced Searches may also be undertaken. A list of names will appear (for example, entering Michelle Davies, results in a list of several people with the same name). Where the Address Book list shows several people with the same name, who may work in different organisations, it is important to choose the address for the person you want to contact. You can see details of organisation and location for any address, by right clicking on the name in the Select Names list, & select Properties. You are then able to view details of the person. Select OK once you have located your recipient. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 7

8 Click on the name(s) of those you are sending your message to, then click on the To ->, Cc -> or Bcc -> boxes below. Finally, click OK. Note: Cc is to Copy a person into the . Bcc is to Blind Copy a person in (other recipients will not be able to see they are included in the ) The selected address(es) has/have now been entered into the address box. Once you have entered a subject and typed your message, the can be sent. Click on the Send button. When you have sent an , the addressee s will be remain in Outlook s memory, so that should you need to contact the person again, if you type the first letter of their name in the To text bar, the name will appear in a drop-down list of recent contacts. A single click on the individual s name will place it in the To text box. recipients addresses are separated by a semi-colon. Additional recipients may be added after each semi-colon. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 8

9 CREATING A SIGNATURE To insert a signature automatically each time a new is created, the user may create a personalised signature. A number of signatures may be created for the same user so that the appropriate one may be applied to the outgoing . Using the Tools tab at the top of the Outlook screen, go to the Options item at the bottom of the menu. From the Options dialogue box that is displayed, select the Mail Format tab. From the Signatures section, click on the Signatures button. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 9

10 Click on the New button to start the process. A small dialogue box will open requesting that a name be given to the signature. Click OK on completion. In the Edit Signature text box the signature may be created. The user may also wish to change the font style, size or colour; this may be done by using the tools displayed as indicated. For each signature style that may be required, each one will have to be created with a new name to identify it so that the most appropriate may be used when creating s. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 10

11 If there is to be one signature style in use, then it may be selected as the default for New messages and Replies or forwarded s. If there are a number of signature styles to be used, it is advised not to set a default style in the setup. The option will be to choose the signature from a list in a new screen. The ability to create, edit and delete a signature may also be accessed from this menu. MESSAGE OPTIONS There are a number of options available that can be applied to an outgoing message. Click on the appropriate icon to send as High Importance, Low Importance or run a Spell check on the s contents. Follow Up sets a reminder flag against the . Clicking on this arrow displays the Message Options Box Identify to the recipient that the is of High Importance or of a Sensitive nature. Use Voting options or request read/delivery receipts Alternative recipients of replies: Set delay on sending s (Outlook must be running for this to work) Microsoft Outlook 2007 A Quick Reference Guide- V0.4 11

12 SORTING THE INBOX The contents of Outlook Inbox folders may be sorted by any of the following criteria: from Subject Date Received Flag Status Attachments Size of Icon Reminder Importance Header Status By clicking on the heading, the list will be sorted as follows: Header Status/Importance/Reminder/Icon/Attachments where an icon for these categories is present, these will appear at the top of the list (or if clicked on again, the bottom of the list) From/Subject these will be sorted alphabetically, A-Z or Z-A if the head is clicked for the second time Size Smallest size to largest or vice versa Date Received Earliest received to Latest received. Again, click on the header to reverse the listing Flag Status these will be sorted where a Flag Status has been set (Start or Due Date). If a Reading Pane has been set, then the full list of headers may not be visible. To sort s in this scenario, click on the Arranged By header to display a drop down menu of available sort criteria. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 12

13 READING PANE To view an without opening it, the user may set the Reading Pane to display the s contents. If the user has a number of folders in their Inbox, then the Reading Pane option will need to be set against each folder s contents. To switch on this functionality, go to the VIEW tab. From the drop down menu, go to the Reading Pane menu item and from the sub menu that appears, select where you want the pane to be displayed. To hide the Reading pane, select the Off option in the sub menu. REMINDERS SETTING FLAGS Where an has been received and requires further action, Outlook provides a reminder mechanism that allows users to set a time/date when the action needs to be completed by. To set the flag status, right click on the grey outline of a flag against the you wish to take further action on. From the menu that appears, you may set the reminder; by selecting Custom, you can set an action in the Flag To: box and also set a reminder. Click OK to complete. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 13

14 CREATING AN FOLDER As a matter of good practice and mailbox management, it is advised to save s in specific folders for easier retrieval. To create specific folders for s, the user may add additional folders to the existing list as displayed in the Navigation panel. By right clicking in the Navigation panel, follow the instructions to create a new folder in the correct location. Highlight the Inbox and right click to display a menu. From the menu, select New Folder. In the dialogue box that is then displayed, give the new folder a meaningful name. Highlight the Inbox and select OK. This will then place the new folder in the list of folders displayed in the Navigation Panel. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 14

15 SAVING AND STORING S Due to the restrictions on Mailbox size, it is advisable to delete s that are no longer needed or consider saving s to locations other than the Inbox. Saving to a shared drive: s and attachments containing personidentifiable information (PII) relating to patients, clients or members of staff must be removed from the system and saved in a.msg format to a directory restricted to staff that need access to the information. s and attachments containing non-personal information should be saved to the appropriate functional area of the healthcare unit s filing system. Save as a Word file: If messages need to be used or accessed for other uses, the content should be cut and pasted into a Word document and saved in the appropriate functional area of the healthcare unit s filing system. Print to paper: where the primary record is a manual file, the should be deleted as soon as the record has been captured into the manual filing system. Within the system: this option should be used with care as it encourages poor records management and can result in mailboxes becoming full. SAVING S TO A SHARED DRIVE Ensuring that there is a folder already created to store s in, highlight the you wish to save. From the File tab, click on Save As... Microsoft Outlook 2007 A Quick Reference Guide- V0.4 15

16 A dialogue box will be displayed that will require the user to navigate to the appropriate folder on the appropriate drive. From the Save as type: drop down menu, select Outlook Message Format Click on Save and the can safely be deleted from the Outlook Inbox. DELETING S s that are no longer required may be deleted by the user or the user may set up an automatic delete when Outlook is closed. To delete specific s from within the Inbox, the user may select the Delete button situated on the tool bar when the unwanted is highlighted. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 16

17 The deleted s will be moved to the Deleted Items folder. This folders content will count towards an Inbox s capacity, so it is important to empty this folder regularly. This may be set as an automatic function when the user closes Outlook. It should be noted that any item in the Deleted Items folder may be restored to its original location should an item be deleted in error RESTORING DELETED S To restore an item, locate it in the Deleted Items folder, right-click on the to display a drop down menu. From the drop down menu, select Move to Folder and from the Move Items dialogue box, select the folder that you wish to restore the to. SETTING THE DELETED ITEMS FOLDER TO EMPTY ON EXIT OF OUTLOOK Using the Tools tab at the top of the Outlook screen, go to the Options item at the bottom of the menu. Select the Other tab from the row of tabs available. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 17

18 Place a tick in the checkbox Empty the Deleted Items Folder upon Exiting. Click OK A message box will appear each time you close Outlook to confirm that you want the Deleted Items folder emptied and the items permanently deleted. SETTING UP AND OUT OF OFFICE MESSAGE To alert people both within and outside of your organisation of your absence from the office, Outlook can be configured to send a message to them when they you; please note that the Out of Office message is only sent once to each sender of an . The message you compose may provide alternative contacts during this time or the anticipated return date/time. Rules may also be applied to manage incoming s during the absence, such as allowing an individual to be forwarded a copy of the s to manage during the absence. From the Tools tab in Outlook, select the Out of Office Assistant. The Out of Office Dialogue box is displayed; there are 2 radio buttons Do not send Out of Office auto-replies and Send Out of Office auto-replies. The check box Only send during this time range allows the user to define a time frame. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 18

19 When the Send Out of Office auto-replies is checked, the large text box area in which to type the message is enabled. Note that any message typed may need to be applied to the Outside My Organisation tab as well. To set a time range, place a tick in the check box and from the Start time: and End time: drop down menus select the dates from the calendars. You may also wish to apply a time to the ranges. When an Out of Office message is active, a notification is displayed above the taskbar. It is important to remember that if an Out of Office message has been activated, and not set by using the Date Range options, the message should be turned off on return to office. To turn off the Out of Office message, the user may either right click on the notification displayed in the taskbar and select Turn off Out of Office auto-replies or use the Tools menu, the Out of Office Assistant and select Do not send Out of Office auto-replies. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 19

20 APPLYING A RULE TO THE OUT OF OFFICE MESSAGE Click the Rules... button at the bottom left corner of the dialogue box; an Out of Office Rules dialogue box will be displayed. Click on the Add Rule... button The Edit Rule dialogue box provides a number of options on managing the incoming s. Not all of the boxes need to be completed unless required. The From and Sent To boxes may be left blank unless you wish to add a customised list of senders. You may only wish to use the 2 checkboxes denoting s where your own address is specified. The lower section of the dialogue box can be used to perform specified tasks such as forwarding s to another person to monitor/respond in an absence. To select their address, use the To option to open the Global Contacts List. On completion of setting the rule, click the OK button. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 20

21 Click OK on the Out of Office Rules dialogue box. RECALLING AN In the event of sending an to an incorrect addressee, it may be possible to recall the message and also replace the message if required. Note: You can only recall or replace a message if its recipient is logged on to their system and using Microsoft Outlook and has not yet read or deleted the message from their system. The first step is to identify the you wish to recall. This will be found in the Sent Items folder. The needs to be opened in order to access the menu that contains the recall function. From the drop down menu select the Recall This Message. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 21

22 A dialogue box will be displayed following the selection of the Recall Message option. Select the appropriate actions you wish to take. If the message is retrieved successfully (and the above option to be notified of success/failure is selected), the user will be notified via a return message. CUSTOMISE THE ADDRESS BOOK In some situations, the user may not wish to view the entire Global Address List when composing s. This Address List may be customised to display a reduced list depending on the requirements of the user. To customise the view that the Address Book displays, from the Tools tab drop down menu, select Address Book. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 22

23 From the Address Book: Global Address List, select Tools then Options from the drop down menu. A new dialogue box entitled Addressing is displayed. To display contacts other than those displayed in the Global Address List, use the drop down list beneath the title Show this address list first:. From the list of address lists available, navigate to the required list of contacts. On locating the required Address List, click on Apply and OK. The next time the Address Book is used, only the reduced list of names will be displayed as a list of contacts. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 23

24 GLOBAL ADDRESS LIST ADVANCED FIND There may be occasions where there is a need to refine a search within the Global Address Book. Using the Advanced Find, users will be able to define specific search criteria. Enter the specific criteria to narrow the search. Click OK. The resulting search will display the criteria as selected. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 24

25 RULES AND ALERTS Rules and alerts may be used to manage s. They may be set for a number of purposes, from diverting s specifically into pre-defined folders or filtering out junk s. From the Tools tab, navigate to the Rules and Alerts option. Select the New Rule... button and the Rules Wizard screen is displayed. From the options available, highlight Start from a blank rule and click on Next. Within each screen of the Wizard, there are two steps that need to be completed; a selection will need to be made from step 1 and an action against that selection in step 2. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 25

26 The first phase will be selecting the conditions for the new rule. Selecting a condition from the upper section of the screen will add a link in the lower section of the screen which then needs to be edited to make the rule specific. Click on the blue link in this section to display a new dialogue box in which to specify the words to search for in the Subject line of an . When words are entered into the upper text box, the Add button is enabled. The word that has been entered is added to the Search List in the lower section. Click OK when this button is enabled. The specific word to search for when an is received is now displayed in the rule description. Click Next. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 26

27 The next phase is defining what action is to be taken with the specified criteria; in this example, s with WCCG in the subject line of an will be moved to a specified folder. As with the previous step, on specifying the action, a blue link will appear in the lower section of the screen. Click on the blue link in this section to display a new dialogue box in which to specify the folder into which the will be diverted. Navigate to the required folder and click OK. Note that this may require clicking on a + sign to expand the tree of folders to display the sub folders that are contained within. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 27

28 The condition has now been edited to include the action. Click Next. The next step of setting the rule looks at any exceptions that may be applied; for the example used here, moving an into a specified folder, required no exceptions to be applied. The final stage in this example is to give the rule an appropriate name; place a tick in the checkbox Turn on this rule and click on Finish. Click on Apply and OK to save the rule. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 28

29 OUTLOOK CALENDAR The Outlook Calendar can be used as a means of sharing information between colleagues. There are also permission levels that can be applied to restrict the type of activity that can be carried out when viewing another person s calendar if permission to share has been granted. The permission levels available include: Reviewer only able to see a shared calendar s contents Editor able to create, edit and delete items Author able to create items, but only able to edit and delete own contributions SHARING A CALENDAR To share a calendar, open Outlook and ensure that the Calendar tab is selected. From the menu, select Share My Calendar The Sharing Invitation message screen will be displayed. This is the same as an format message with specific calendar sharing details included. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 29

30 By clicking on the To... button, the Global Address Book will appear and the person(s) that the user wishes to share their calendar with may be selected. There are two check boxes that will also require input. The first is to allow the recipient to view the sender s calendar and the second is a request to view the recipient s calendar. At least one of these options must be selected. On receipt of an acknowledgement that the calendar will be viewed by the recipient, the sender must decide the level of permissions that the recipient may have. Right-click on your own calendar (this should be the first calendar in the My Calendar list. From the menu displayed, navigate to the Change Sharing Permissions The Permissions tab will be the foremost displayed. If the User clicks on the Add button, the Global Address List will be displayed. Select the individual to share the Calendar with from the Address List. From the Permission Level drop down list, select the level of permissions you wish to assign. Depending on the selection, the Read, Write, and Delete Items will automatically select the appropriate rights for the chosen permission level. For the Other section, the Folder Visible should be selected. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 30

31 Click Apply on completion. Beneath the list of users given permission to view the Calendar are options to Remove them from the list or view the Properties, which provides their full contact details as provided in the Global Address Book. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 31

32 ATTACHING S/ITEMS TO CALENDAR APPOINTMENTS Where Calendars are used to keep track of meetings, it may be useful to attach any relevant documentation sent via to the meeting appointment for ease of access. This saves searching through Inboxes or sub-folders for associated documentation. To attach received information, first locate the appointment in the Calendar. Double-click to open the appointment. Select the Insert tab. From the Insert ribbon, select the Attach Item. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 32

33 An Insert Item dialogue box appears; this displays the contents of your Inbox. From the Items section, locate the you wish to attach. Click OK; the will now appear in the appointment. To access the contents of the , double-click on it to open. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 33

34 WEBMAIL Users may wish to access their s while away from their usual place of work. Webmail provides this functionality where permissible. NB. Depending on whether the user s GP Practice is a Primary Care Managed site or not will define how the user will log on to their Webmail account. There are two different URL s (Uniform resource locator) or website addresses that can be used. For GP Practices that are managed by NHS Wales Primary Care, the address to type into the Internet Explorer address bar is: For GP Practices not managed by NHS Wales Primary Care, the user will need to enter the following address in the address bar: Select the most appropriate security setting for your pc. Using your log in credentials enter the details in the two boxes and click Log On Microsoft Outlook 2007 A Quick Reference Guide- V0.4 34

35 WEBMAIL - INBOX Above is the view which is displayed when the Outlook Webmail Inbox is opened. On the left is the Navigation Pane: this window gives you the ability to navigate through s and the majority of tasks which can be completed within Outlook. Should you have unread messages in any folder in your mailbox, a blue number enclosed in brackets will appear next to the folder section. Below the Mail Folders section there are navigation buttons for the remaining functions within Outlook. In the main panel of the window, the Inbox is displayed: this presents the list of s and their details which can be arranged to your preferences. To re-arrange the s, use the drop-down arrow option alongside the Arrange by: label You may also select to display either the Newest on top or Oldest on top. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 35

36 To navigate from page to page, the user may click on the navigation arrows displayed at the bottom right hand corner of the screen. WEBMAIL TOOLBARS There are limited tools available in Webmail to manage s. Standard actions for s Check for latest incoming mail Move or copy to folder(s) Delete Change how the line is displayed Turn reading pane on or off Create a new task ( , appointment, contact etc). Drop down arrow - to open another mailbox Search text box Log off Global Address Book Microsoft Outlook 2007 A Quick Reference Guide- V0.4 36

37 OPTIONS TOOL The Options function allows the user to configure their Webmail account Using the Navigation panel, the user may configure the following: Regional Settings Messaging how many items to display per page, create an signature, message format, message tracking (read receipts) and reading pane Spelling set a spellcheck to run before sending an Calendar Options working week, reminders, automatic meeting updates Out of Office set up an Out of Office message Rules create amend or delete rules/alerts security Junk set a filter, manage Safe Senders list or block Senders Microsoft Outlook 2007 A Quick Reference Guide- V0.4 37

38 Change Password General Settings name resolution, colour scheme and accessibility Deleted Items Set an automatic emptying of Deleted Items on log off or recover deleted items that have recently been deleted Mobile Devices manage any mobile devices. The About section contains technical information that may be useful in the event of reporting any issues to technical support. LOGGING OFF FROM WEBMAIL On logging off the user is presented with a dialogue box that advises users to close all browsers. Click on Close Window to continue. Microsoft Outlook 2007 A Quick Reference Guide- V0.4 38

39 KEYBOARD SHORTCUTS USING THE CTRL (AND SHIFT OR ALT) KEY CTRL + A Selects all CTRL + SHIFT + A CTRL + B CTRL + SHIFT + B CTRL + C CTRL + SHIFT + C CTRL + D CTRL + SHIFT + E CTRL + F CTRL + ALT + F CTRL + SHIFT + F CTRL + I CTRL + SHIFT + J CTRL + K CTRL + SHIFT + K CTRL + SHIFT + L CTRL + N CTRL + SHIFT + N CTRL + O CTRL + P CTRL + Q CTRL + SHIFT + Q CTRL + R CTRL + SHIFT + R CTRL + P Create a new Appointment Makes text bold in an Opens the Address Book Copies to Clipboard Create a new Contact Delete Create a new folder Forward Forward as an Attachment Advanced Find Italicises text Create a new Journal entry Insert Hyperlink Create a new Task Create a new Distribution List Opens to compose a new Create a new Note Open a highlighted in the Inbox Print the current document Mark as Read Send a Meeting Request Reply to an Reply to all Print Microsoft Outlook 2007 A Quick Reference Guide- V0.4 39

40 CTRL + SHIFT + P CTRL + S CTRL + SHIFT + S CTRL + U CTRL + SHIFT + U CTRL + SHIFT + V CTRL + W CTRL + X CTRL + SHIFT + X CTRL + V CTRL + Y CTRL + Z CTRL + 1 CTRL + 2 CTRL + 3 CTRL + 4 CTRL + 5 CTRL + 6 CTRL + 7 CTRL + 8 New Search Folder Saves a document/file Saves a an identifed folder Underlines text the body of an Send a new Task Request Move to Folder Closes Microsoft Word Cut Create a new Internet Fax Paste Go To Folder Undo delete Go To Mail Go To Calendar Go To Contacts Go To Tasks Go To Notes Go to Folder List Go To Shortcuts Go To Journal Microsoft Outlook 2007 A Quick Reference Guide- V0.4 40

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